How To Do a Daily Productivity Review with ClickUp

How To Do a Daily Productivity Review with ClickUp

Everyone talks about details slipping through the cracks.

Maybe your day is one giant hole.

Is there a way to make your day airtight and solid?

In this post, you’ll see why a daily productivity review can help you.

What is a daily productivity review?

Think of the daily productivity review as a roundup of what needs to be accomplished and how you’re going to do it.

This involves to-do lists, projects, tasks and even random reminders that are lying around. A daily productivity review will help you at the start of your workday and at the conclusion.

It’s like a supercharged to-do list.

Yes, a to-do list is definitely part of it, but it’s also taking stock of every little task that you must do as well–from checking email to making a few phone calls.

Benefits of a Daily Productivity  Review

1. Little things become evident. Awareness is key to closing up those cracks in your days. And for that, you really need one place for all of your information. This is easier said than done, but ClickUp provides you with a place for personal task management and work projects as well.

With mobile, desktop and browser apps, ClickUp goes wherever you are.

You can set up projects, tasks, and assignees in ClickUp. More details will follow in this post to help you get organized.

2. Focus Your Time on Your Most Important Tasks. Once you evaluate your tasks, it’s time to order your tasks based on the time you have.

You’ll be more focused on the tasks that matter. No more distractions and overload. Your productivity review will show you how many tasks you finished.

3. Prioritize towards your goals. Once you have your goals established, you can start aligning your tasks and projects towards those objectives. Your highest priority goals will stay top of mind, not just take up server space in the HR department’s inbox.

Those goals will trickle down to your daily productivity review and how you work each day.

How To Do a Daily Productivity Review

Before you can review the work, you have to do the work.

But to accurately gauge the work you’ve done, you must have a way to know what you’re working on and a way to measure it.

There are a lot of productivity systems out there, including Get Things Done (GTD), Inbox Zero and probably a few I don’t know about.

Try a certain system if you need more specificity, but most of those systems follow these steps:

1. Collect necessary info

Before you set your daily to-do list and tasks, it’s important that you gather all the information that you need. These are where tasks, info and events are communicated most often:

  • Emails
  • Calendar
  • Slack / Team communication tool
  • Notifications in ClickUp
  • Messages from texts or other social media
  • Notes and reminders from Notepad by ClickUp or other note-taking apps

With ClickUp, I depend on notifications for any immediate tasks and then check due dates for tasks across all of our projects. I then make a List and can check off what needs to happen for that day.

ClickUp provides as much granularity as you need. You can create big tasks (Make Powerpoint Deck) and then include subtasks (Find images for Powerpoint Deck).

Or you could make smaller tasks within your PowerPoint List. ClickUp gives you a lot of flexibility for how to arrange your tasks and work.

2. Batching tasks

This is grouping similar tasks together and then completing them together.

For instance, if you need to respond to several emails, do them all at once instead of spreading out your responses throughout the day. Or dedicate two blocks of time during the day for email responses.

If you’re working on a Powerpoint deck, it makes sense to do all of those tasks for the day closely together. You’re in the same frame of mind and will limit task switching.

When is your next meeting or lunch appointment?

What can you begin even for a little while before that appointment?

ClickUp offers easy ways to plan your time in the day.

  • Slot your tasks into your calendar by the day or the hour. The Time View in ClickUp lets you do this very thing.

 

  • Track your time. ClickUp offers time tracking for each of your tasks along with time estimates. This will help you know how long you’re actually spending on a task versus how long you *think* you’re spending on a task.

Once you get really good at batching tasks, you can even dive into deep work.

3. Assigning tasks

Now, if you know what needs to be done, it’s time to decide if it’s for you to accomplish. This is where a project management tool like ClickUp works wonders.

Create all of the tasks that need to be done, and then assign them to the right person on your team. Or assign them to yourself or even several people. (Yes, ClickUp supports multiple assignees).

4. Prioritizing

If you’re working on a Powerpoint deck, it makes sense to do all of those tasks for the day closely together. You’re in the same frame of mind and will limit task switching.

There are several ways to prioritize your work, but the easiest one to start is to do the most important thing first.

In ClickUp, you can set priorities for each of your tasks, labeling them as urgent, high, normal and low priority.

Using priorities helps you and your team know what to work on first, especially if many tasks have the same due dates.

5. Measure with Reporting

How much did you accomplish and what did you work on?

This is where the value of ClickUp really shines and where the daily productivity review takes shape.

ClickUp offers team reporting that shows:

  • Number of tasks completed
  • Number of tasks worked on
  • Time Worked On vs Time Estimated
  • Number of overdue tasks
  • Number of uncleared notifications
  • Total points

This is great for team collaboration, but can also be used for personal tasks.

Even if you didn’t “complete” a task that day, you can evaluate your work. You can see the number of tasks that you worked on, or track your time to know how long you worked on something.

With the reporting in ClickUp, you can measure the number of tasks you completed for the day, week or month. This will help you gauge your progress each week and day and see if you’re making incremental improvements.

Conclusion: What if You Were 1% More Productive?

Yes, getting organized and starting a daily productive review will take a few extra minutes of your day.

You’re creating a great foundation for your workday and your company. The 10 to 15 extra minutes it takes will have a lot of benefits.

Progress may be slow at first. What if you’re only 1% more productive each day using this method?

At first, you may not realize a net gain. But even if you were one percent more productive each day, your gains will compound and your goals will be realized.

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